Quickly forward individual emails using Outlook for Mac

January 8th, 2013 by William Smith

Forward messageForwarding an email message is fairly simple but forwarding multiple messages can be inconvenient for either the sender or the receiver.

If the sender forwards multiple messages as attachments then the recipient receives one message with a variety of potentially unrelated information. This also makes sorting by subject or Date Sent impossible. If the recipient wants individual messages then the forwarder has no option but to send each message individually. This is time consuming.

Like most email clients for Mac OS X, Outlook for Mac can forward messages but it has a unique feature that makes automating forwarding individual messages easy without resorting to scripting—it can forward using a rule.

But Apple’s Mail, Thunderbird and practically any other email client for Mac has rules too! What makes Outlook different?

Outlook can run disabled rules individually. Both Mail and Thunderbird support creating rules and then disabling them so that they won’t be applied to incoming messages, however, for either to run a single rule manually it must run all rules whether they’re enabled or disabled. Running a long list of rules is potentially troublesome.

To configure a fule in Outlook:

  1. Select Tools menu –> Rules… and select the type of email account using this rule (POP, IMAP or Exchange).
  2. Click the + (plus) button to add a new rule.
  3. Give the rule a descriptive name such as “Forward to <email address>”.
  4. Set the rule to apply to All Messages.
  5. Set the rule to Forward To <email address>.
  6. Deselect the Enabled option. This prevents the rule from firing when new mail arrives.

Rule settings

To use this rule to forward multiple messages individually:

  1. Select one or more messages in Outlook’s message list.
  2. Right-click or Control-click anywhere within the selected messages.
  3. Select Rules –> Apply –> Forward to <email address>.

Forward rule

The rule will run for each message and should take only a few seconds to run. The recipient will receive individually forwarded messages. Both sides save time.

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